Stock sheet
A clean sheet of items, quantity and reorder level that updates with every paid order.
All sample projects
Sample projectOnline retail
Online store stock that updates itself and warns before it runs out
A batik online shop wanted paid orders to update stock, produce an invoice and warn the team when an item runs low.
An illustrative project showing how we would connect these tools. Names are fictional.
The challenge
Where the time was going
- Stock was updated by hand in a spreadsheet, so popular items were sometimes oversold.
- Invoices were created after the fact for business customers.
- Restocking happened when someone noticed an empty shelf.
The goal
Each paid order adjusts stock, drafts the invoice and triggers a restock task when levels are low.
How it flows
From the first trigger to the last step
Each step hands over to the next with no copy and paste in between.
- 1Order paidStripe
- 2Stock updatedGoogle Sheets
- 3Invoice draftedXero
- 4Restock alertSlack
What we built
The pieces of the setup
Invoice draft
A draft invoice is created in Xero for orders that need one.
Low-stock alert
A Slack message names the item and the quantity left.
Restock task
A ClickUp task is opened for the supplier order with the right owner and date.
Automations
What runs on its own
4 automations, each one a simple "when this happens, do that".
| # | When | Then |
|---|---|---|
| 1 | An order is paid | Stock is reduced for each item sold. |
| 2 | A business customer orders | A draft invoice is created in Xero. |
| 3 | Stock falls below the reorder level | A Slack alert is posted and a restock task is created in ClickUp. |
| 4 | It is Monday morning | A short stock and sales summary is emailed to the owner. |
- Automation 1
When
An order is paid
Then
Stock is reduced for each item sold.
- Automation 2
When
A business customer orders
Then
A draft invoice is created in Xero.
- Automation 3
When
Stock falls below the reorder level
Then
A Slack alert is posted and a restock task is created in ClickUp.
- Automation 4
When
It is Monday morning
Then
A short stock and sales summary is emailed to the owner.
Day to day
What changes day to day
Stock numbers can be trusted.
Restocking is planned, not reactive.
Invoices for business customers are ready when the order is.
Related services
How we would deliver this
A project like this uses the services below.
More sample projects
Keep exploring
Other illustrative projects. Names are fictional.
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